HIM Administrative Assistant

Job description

Southeast. Always the right career direction.
Job Description Summary
The HIM Departmental Secretary II is responsible for assisting the Health Information Management (HIM) department in various daily tasks, record processing, and administrative operations. This role ensures that patient records and correspondence are handled with strict adherence to hospital policies, state/federal regulations, and HIPAA guidelines. Operating in a fast-paced environment, the successful candidate will effectively plan and execute workflows amidst frequent interruptions while supporting departmental efficiency.
Job Description
Essential Functions
• Process incoming correspondence and medical record requests efficiently.
• Release records for internal customers as directed by the HIM Director.
• Log and track record denials accurately.
• Ensure HIM guidelines, state and federal government requirements, and organizational policies are met.
• Assist with the planning and implementation of new state and federal government requirements within the department and organization.
• Prepare monthly reports, documentation, and maintain/update departmental policies.
• Assist with department special projects
• Manage departmental resources effectively, including equipment, technology, and office/department supply inventories.
• Identify opportunities for process improvement within HIM operations to enhance efficiency, accuracy, and compliance.
• Provide fill-in assistance and cross-functional administrative support as needed across the department.
• Assist in scheduling meetings, managing room bookings, and coordinating calendars for department leadership.
• Answer departmental phone calls, greet visitors, route inquiries, and handle professional correspondence.
• Maintain strict privacy and confidentiality of all patient health information (PHI) per policy and regulations.
• Successfully plan and accomplish daily tasks and workflows amidst frequent interruptions in a fast-paced environment.
• Performs other duties as requested by primary manager that do not compromise moral code of conduct or protocols set in place for patient or employee safety

Supervised Positions
• None

Qualifications
Minimum Education Required
• High school diploma

Minimum Education Preferred
• Associate’s degree or coursework in Health Information Management, Healthcare Administration, or related fields

Minimum Experience Required
• None

Minimum Experience Preferred
• One year of healthcare related field

Required Knowledge/ Skills/ Abilities
• Demonstrates responsibility for educational requirements as evidenced by reading all assigned related references, and attending all required educational meetings, or webinars, and completing annual Symplr requirements.
• Excellent written and verbal communication skills for clear and professional interactions with diverse audiences.
• Ability to identify, analyze, and resolve problems in a timely and effective manner.
• Organizational skills with the capacity to manage multiple priorities, use time efficiently, and consistently meet deadlines.
• Fluent in Microsoft Office programs (Word, Excel, PowerPoint, Outlook)
• Ability to work independently and demonstrate self-motivation and proactive problem-solving.
• Meticulous detail-oriented approach to ensure accuracy and compliance in all aspects of health information management.
• Proven ability to adapt to changes in the work environment, technology, and regulatory landscape.
• Commitment to maintaining strict patient confidentiality and data security.
• Demonstrates commitment to organizations five (5) priorities
• Employee Engagement
• Patient Satisfaction
• Quality
• Physician Friendly
• Financial Strength
• Person in this position is required to understand, agree upon and follow our Six Ground Rules:
• No excuses.
• We are a team.
• Bring up your ideas.
• Poor performance will be addressed.
• ‘That’s not my job’ is not acceptable
• Manage Up.

Shift
Day
Shift Details
First
FTE
1
Type
Regular
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Equal Employment Employer
Southeast Health is committed to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Southeast Health will provide reasonable accommodations for qualified individuals with disabilities.